1 UNDERSTANDING GENERAL SERVICES ADMINISTRATION’S FEDERAL SUPPLY SERVICE MULTIPLE AWARD SCHEDULES...

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UNDERSTANDING

GENERAL SERVICES ADMINISTRATION’SGENERAL SERVICES ADMINISTRATION’S

FEDERAL SUPPLY SERVICEFEDERAL SUPPLY SERVICE

MULTIPLE AWARD SCHEDULES PROCESSMULTIPLE AWARD SCHEDULES PROCESS

Larry Fountain (CCAS)Larry Fountain (CCAS)(404) 894-8832(404) 894-8832

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CHARACTERISTICS FOR SUCCESS

DEDICATIONDEDICATION DETERMINATIONDETERMINATION PERSISTENCEPERSISTENCE

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U. S. GENERAL SERVICES ADMINISTRATION

GSA

Created in 1949 as the result of the Hoover Created in 1949 as the result of the Hoover Commission study to be the buyer, builder, Commission study to be the buyer, builder, landlord and seller for Federal civilian agencieslandlord and seller for Federal civilian agencies

Three major servicesThree major services Federal Supply Service-buyer & sellerFederal Supply Service-buyer & seller Public Buildings Service-builder & landlordPublic Buildings Service-builder & landlord Federal Telecommunications Service-Federal Telecommunications Service-

communicationscommunications

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GSA

Industry’s largest customer for commercial Industry’s largest customer for commercial goods and servicesgoods and services

Purchases for civilian and military agenciesPurchases for civilian and military agencies Stocks and distributes common use productsStocks and distributes common use products

Operates two huge distribution centersOperates two huge distribution centers Over 7,000 high demand items available for Over 7,000 high demand items available for

shipmentshipment

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GSA Awards Federal Supply Schedule ContractsAwards Federal Supply Schedule Contracts 59 schedules covering various commodities and 59 schedules covering various commodities and

servicesservices $25.5 billion in sales FY 2003$25.5 billion in sales FY 2003

Over four million commercial off-the-shelf Over four million commercial off-the-shelf products and services availableproducts and services available

Contracts 5 years with 3, 5 year renewal periodsContracts 5 years with 3, 5 year renewal periods

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Federal Supply Schedules Program

Also referred to as Multiple Award Also referred to as Multiple Award Schedules ProgramSchedules Program

Created in the 1950’s as a proposed solution Created in the 1950’s as a proposed solution to problem of acquiring commercial itemsto problem of acquiring commercial items

Initial schedules covered products onlyInitial schedules covered products only Program expanded to cover commercial Program expanded to cover commercial

servicesservices

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Contracts awarded to commercial firms using Contracts awarded to commercial firms using competitive procedurescompetitive procedures

Contractors provide supplies and services at Contractors provide supplies and services at stated prices for given periods of timestated prices for given periods of time

Delivery is within a stated geographic area such Delivery is within a stated geographic area such as the 48 contiguous statesas the 48 contiguous states

Resultant contracts are indefinite delivery, Resultant contracts are indefinite delivery, indefinite quantity (IDIQ)indefinite quantity (IDIQ)

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Ordering offices canOrdering offices can Select the best value item that meets Select the best value item that meets

their needs at the lowest overall cost their needs at the lowest overall cost (flexibility) (flexibility)

Place orders directly with the Place orders directly with the contractorcontractor

Issue orders much fasterIssue orders much faster

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Federal Supply Schedules

Orders placed against a Multiple Award Orders placed against a Multiple Award Schedule (MAS), using the procedures in Schedule (MAS), using the procedures in FAR 8.4 are considered to be issued using FAR 8.4 are considered to be issued using full and open competitionfull and open competition

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Ordering offices Ordering offices need notneed not Seek further competitionSeek further competition Synopsize the requirement Synopsize the requirement Make a separate determination of fair Make a separate determination of fair

and reasonable pricing orand reasonable pricing or Consider small business programsConsider small business programs

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GSAGSA has already determined the prices to be has already determined the prices to be fair and reasonablefair and reasonable

The The ordering officeordering office has concluded that their has concluded that their order represents the best order represents the best value value andand

Results in the lowest overall cost alternativeResults in the lowest overall cost alternative

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FSS Acquisition Centers Office and Scientific Equipment CenterOffice and Scientific Equipment Center Information Technology Acquisition Information Technology Acquisition

CenterCenter Services Acquisition CenterServices Acquisition Center The Hardware SuperStoreThe Hardware SuperStore General Products CenterGeneral Products Center Management Services CenterManagement Services Center National Furniture CenterNational Furniture Center Office Supplies and Paper ProductsOffice Supplies and Paper Products Office of Vehicle Acquisition and Office of Vehicle Acquisition and

Leasing ServicesLeasing Services

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GSA Acquisition Centers

Auburn WA Auburn WA Management ServicesManagement Services Fort Worth, TXFort Worth, TX General ProductsGeneral Products Kansas City, MOKansas City, MO Hardware/AppliancesHardware/Appliances New York, NYNew York, NY Office Supplies/Administrative Svcs.Office Supplies/Administrative Svcs. Philadelphia, PA Philadelphia, PA Communications/Household ItemsCommunications/Household Items Washington, DCWashington, DC IT, Automotive Services, TravelIT, Automotive Services, Travel

Office of Veterans Affairs (VA)Office of Veterans Affairs (VA) Hines, ILHines, IL Medical, Group 65 delegated to VAMedical, Group 65 delegated to VA

by GSAby GSA

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GSA Schedules

GSA Schedules do not GSA Schedules do not cover every conceivable cover every conceivable commodity or servicecommodity or service

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GSA Schedule Point to Ponder

You are not competing against You are not competing against other firms-only against the other firms-only against the solicitation’s “acceptability” solicitation’s “acceptability” evaluation criteriaevaluation criteria

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Federal Supply Schedules Federal Supply Schedules Program Statistics (FY 2003)Program Statistics (FY 2003)

15,107 schedule contract holders15,107 schedule contract holders 12,035 small businesses 12,035 small businesses

2,727 small woman-owned businesses2,727 small woman-owned businesses 1934 small disadvantaged businesses1934 small disadvantaged businesses 179 disabled veteran owned small businesses179 disabled veteran owned small businesses 665 other veteran owned small businesses665 other veteran owned small businesses

2,747 large businesses2,747 large businesses

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Most Popular SchedulesMost Popular Schedules

Information Technology (IT) - General Information Technology (IT) - General purpose commercial information purpose commercial information technology equipment, software and technology equipment, software and servicesservices

Management, Organizational and Business Management, Organizational and Business Improvement Services (MOBIS) -Improvement Services (MOBIS) -consulting, facilitation, privatization, consulting, facilitation, privatization, support services and etc.support services and etc.

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IT Schedule StatisticsIT Schedule Statistics (FY 2003)

4,400 IT Schedule contract holders4,400 IT Schedule contract holders

3,745 small3,745 small 882 small disadvantaged [includes 8(a)]882 small disadvantaged [includes 8(a)] 791 women-owned791 women-owned 66 disabled veteran owned small businesses66 disabled veteran owned small businesses 152 other veteran owned small businesses152 other veteran owned small businesses

600 large businesses600 large businesses

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IT Schedule StatisticsIT Schedule Statistics (FY 2003)

30-35 or more new contractors added weekly30-35 or more new contractors added weekly 70-80 contract specialists evaluating offers70-80 contract specialists evaluating offers Award process takes 3-6 months according to Award process takes 3-6 months according to

GSAGSA E-offers will be accepted around May 15, 2004E-offers will be accepted around May 15, 2004

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IT Schedule Sales(FY 2003)

Total $14.6 billion 100%Total $14.6 billion 100% Large Business $9.3 billion 63%Large Business $9.3 billion 63% Small Business $5.2 billion 35% Small Business $5.2 billion 35% SDB $1.2 billion .08%SDB $1.2 billion .08% Small WOB $860 million .05% Small WOB $860 million .05% Disabled VOSB $20.4 Million .01%Disabled VOSB $20.4 Million .01% Other VOSB $89.6 Million .06%Other VOSB $89.6 Million .06%

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Information Technology (IT) Information Technology (IT) ScheduleSchedule

E-Government Act of 2002 E-Government Act of 2002 Authorized state, local gov’ts and other Authorized state, local gov’ts and other

entities to use GSA Schedule 70 (IT)entities to use GSA Schedule 70 (IT) Effective May 7, 2003Effective May 7, 2003

So far, limited use by state and local So far, limited use by state and local governmentsgovernments

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MOBIS Schedule StatisticsMOBIS Schedule Statistics (FY 2003)

1381 MOBIS Schedule contract holders1381 MOBIS Schedule contract holders 969 small969 small

155 small disadvantaged [includes 8(a)]155 small disadvantaged [includes 8(a)] 337 women-owned337 women-owned 15 disabled veteran owned small businesses15 disabled veteran owned small businesses 90 other veteran owned small businesses90 other veteran owned small businesses

392 large businesses392 large businesses

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MOBIS Schedule Sales (FY 2003)

Total $1.65 billion Total $1.65 billion 100%100% Large Large $1.2 billion $1.2 billion 72% 72%

SmallSmall $358 million $358 million 21% 21% SDBSDB $33 million $33 million 2% 2% Small WOB $97 million Small WOB $97 million 5% 5% Disabled VOSB $2.3 million Disabled VOSB $2.3 million .6% .6% Other VOSB $22.7 million Other VOSB $22.7 million 1.4% 1.4%

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Schedule 056

Buildings and Building Materials/ Buildings and Building Materials/ Industrial Services and SuppliesIndustrial Services and Supplies

Awarded by General Products Center, Fort Awarded by General Products Center, Fort Worth, TXWorth, TX

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GSA Customer Service/Marketing Representatives

Primary targets are potential Federal agency Primary targets are potential Federal agency customerscustomers

May provide assistance in marketing your May provide assistance in marketing your schedule awardschedule award

Check existing Schedule contractors to ensure Check existing Schedule contractors to ensure they are paying the IFF they are paying the IFF

Not normally trained to assist firms “get on Not normally trained to assist firms “get on schedule”schedule”

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GSA Contracting Officer

Provides clarification and interpretation Provides clarification and interpretation of contract terms and conditionsof contract terms and conditions

Final authority on all contractual issuesFinal authority on all contractual issues

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GSA Advantage On-line shopping network Federal On-line shopping network Federal

agencies access to buy agencies access to buy products/services from FSS Schedule products/services from FSS Schedule Contract holdersContract holders

Access to over 1 million commercial Access to over 1 million commercial products and servicesproducts and services

Vendors can browse by entering a zip Vendors can browse by entering a zip code to view pricing of firms already code to view pricing of firms already on Scheduleon Schedule

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First Step for Potential Offerors

Check the Schedules Check the Schedules EE Library to determine if Library to determine if there is a schedule for the product or service there is a schedule for the product or service you want to furnish (you want to furnish (www.gsa.govwww.gsa.gov)) Some buyers tell vendors to “get on the Some buyers tell vendors to “get on the

schedule” when there is no scheduleschedule” when there is no schedule

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Complete Schedule listingsComplete Schedule listings Basic ordering guidelinesBasic ordering guidelines Search by contractor nameSearch by contractor name Search by schedule numberSearch by schedule number Search by key word(s)Search by key word(s) www.gsa.govwww.gsa.gov

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Downloading a Solicitation

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Locating and Downloading GSA Schedule Solicitations

Easiest WayEasiest Way www.gsa.gov/schedule70solicitationwww.gsa.gov/schedule70solicitation www.gsa.gov/mobiswww.gsa.gov/mobis www.gsa.gov/engineeringwww.gsa.gov/engineering www.gsa.gov/environmentalwww.gsa.gov/environmental

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Locating and Downloading GSA Schedule Solicitations

www.gsa.govwww.gsa.gov (Next easiest) (Next easiest) Click-”Schedules” (right side of page)Click-”Schedules” (right side of page) Click-”For Vendors Getting on Click-”For Vendors Getting on

Schedule” (left side of page)Schedule” (left side of page) Click-”GSA Schedule Solicitations” (on Click-”GSA Schedule Solicitations” (on

left side of page)left side of page) Lists all schedule solicitationsLists all schedule solicitations

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Locating and Downloading GSA Schedule Solicitations (cont’d)

Locate GSA schedule solicitation of Locate GSA schedule solicitation of interestinterest

Click on solicitation number Click on solicitation number Takes you directly to solicitationTakes you directly to solicitation

Download or review as necessaryDownload or review as necessary This bypasses FedBizOpps entirelyThis bypasses FedBizOpps entirely

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GETTING A GSA NUMBER

GSA does not “give out” numbersGSA does not “give out” numbers It is not the number a vendor receives It is not the number a vendor receives

when they are placed on a GSA bidder’s when they are placed on a GSA bidder’s listlist

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GETTING A GSA NUMBER (Cont’d)

A GSA number is a “contract number”A GSA number is a “contract number” Contract numbers are obtained through: Contract numbers are obtained through:

A definite quantity contract award A definite quantity contract award (items stocked in distribution centers) (items stocked in distribution centers)

A GSA, FSS, MAS contract awardA GSA, FSS, MAS contract award

A Federal Supply Schedule Contract is a…...

““License to hunt” for opportunities in License to hunt” for opportunities in the federal governmentthe federal government

Synonymous with a “GSA number” or Synonymous with a “GSA number” or “getting on GSA list“getting on GSA list””

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GETTING A GSA NUMBER (Cont’d)

Consultants routinely charge from Consultants routinely charge from

$8K to $25K to assist or prepare a GSA $8K to $25K to assist or prepare a GSA

Schedule offerSchedule offer

(According to GSA, offers from consultants (According to GSA, offers from consultants do notdo not get special priority treatment) get special priority treatment)

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WHY FEDERAL AGENCIES USE GSA SCHEDULES

Ease of useEase of use Availability of commercial Availability of commercial

products/servicesproducts/services Orders can be placed immediatelyOrders can be placed immediately

Wide variety of product/serviceWide variety of product/service providers providers Agencies have a choiceAgencies have a choice Can usually get contractor of their choiceCan usually get contractor of their choice

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Prices considered fair and reasonablePrices considered fair and reasonable Low price Low price may notmay not be a factor in agency be a factor in agency

award of award of orderorder Award of order made to schedule vendor Award of order made to schedule vendor

offering offering best valuebest value “ “at the lowest overall at the lowest overall costcost” (GAO Decision B-290665)” (GAO Decision B-290665)

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Saves time and effort of creating a solicitationSaves time and effort of creating a solicitation Solicitation process may take months of effortSolicitation process may take months of effort Not required to be advertised in FedBizOppsNot required to be advertised in FedBizOpps

Even so, some do and cause mass confusionEven so, some do and cause mass confusion Agency has no contracting authority or activityAgency has no contracting authority or activity

Not authorized to contract above certain dollar Not authorized to contract above certain dollar levellevel

Use of schedule(s) mandated by higher authorityUse of schedule(s) mandated by higher authority

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Advantages of Using GSA Schedules

Millions of high quality, state-of-the-art Millions of high quality, state-of-the-art commercial products and servicescommercial products and services

Volume discount pricingVolume discount pricing Direct deliveryDirect delivery Same services afforded to all customers Same services afforded to all customers

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Advantages of Using GSA Schedules

Convenience and pricing Convenience and pricing Agency size (large or small) and location Agency size (large or small) and location

do not matter do not matter Shorter lead timesShorter lead times Lower administrative costsLower administrative costs Reduced inventoriesReduced inventories

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WHY FIRMS WANT TO BE ON A GSA SCHEDULE

Done homework and have a general Done homework and have a general understanding of the schedules programunderstanding of the schedules program

No idea, just heard it was a good thingNo idea, just heard it was a good thing Don’t knowDon’t know Been told by boss to “do it”Been told by boss to “do it”

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WHY FIRMS WANT TO BE ON A GSA SCHEDULE

Been told by a federal buyer that the only way Been told by a federal buyer that the only way they can do business with them is if they “get a they can do business with them is if they “get a GSA number” (schedule award)GSA number” (schedule award)

Mistaken “illusion” of millions of dollars in Mistaken “illusion” of millions of dollars in government business government business

Firm wants another good marketing toolFirm wants another good marketing tool

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GSA, MAS CONTRACTSPROS AND CONS

PROSPROS

Schedules cover commercial products and Schedules cover commercial products and servicesservices No specifications-commercial off the shelf No specifications-commercial off the shelf

Open to any vendorOpen to any vendor No “maximum order limitation” No “maximum order limitation”

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PROSPROS

Solicitations open continuouslySolicitations open continuously Five year contract award with 3 renewal Five year contract award with 3 renewal

optionsoptions Lowest price not factor in GSA contract Lowest price not factor in GSA contract

awardaward GSA wants GSA wants most favorable customer pricemost favorable customer price Some overzealous CO’s forget basis for Some overzealous CO’s forget basis for

awardaward

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PROSPROS Contracts easy for agencies to useContracts easy for agencies to use

Orders placed directly with contractorOrders placed directly with contractor Payment made to contractorPayment made to contractor

Schedule usage counts toward goal Schedule usage counts toward goal attainmentattainment

Another good marketing toolAnother good marketing tool Small businesses receive about 80% of all Small businesses receive about 80% of all

contract contract awardsawards

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CONSCONS No guarantee of businessNo guarantee of business

Contracts are indefinite quantityContracts are indefinite quantity Contracts not mandatory Contracts not mandatory

Most schedules Most schedules cannotcannot be used by state/local gov’ts be used by state/local gov’ts Exceptions: IT schedule, schedules for firefighting/ Exceptions: IT schedule, schedules for firefighting/

rescue, law enforcement equipmentrescue, law enforcement equipment Some may place orders if contractor offers GSA pricingSome may place orders if contractor offers GSA pricing

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CONSCONS Contractor responsible for all marketingContractor responsible for all marketing

Must develop and print a FSS pricelist brochureMust develop and print a FSS pricelist brochure Hard copy and electronic versionHard copy and electronic version

Must distribute to Federal agenciesMust distribute to Federal agencies Responsible for all printing/distribution costsResponsible for all printing/distribution costs

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CONSCONS

Past performance surveyPast performance survey Conducted by Dunn and BradstreetConducted by Dunn and Bradstreet Costs offeror $125Costs offeror $125

MandatoryMandatory for IT and other schedules for IT and other schedules Additional information required in schedule Additional information required in schedule

solicitations for “services”solicitations for “services”

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CONSCONS Pre-established pricelist/catalog pricePre-established pricelist/catalog price

Used as basis for contract negotiations/award (unless Used as basis for contract negotiations/award (unless excepted)excepted)

Vendors must show current and past customers sales Vendors must show current and past customers sales based on discounts from pricelist/catalogbased on discounts from pricelist/catalog

Many vendors do not have established pricelistsMany vendors do not have established pricelists Industrial Funding FeeIndustrial Funding Fee

Must rebate to GSA .75% of all contract salesMust rebate to GSA .75% of all contract sales Offerors Offerors mustmust include fee in award price include fee in award price

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CONSCONS

Vendors must prepare and submit a Federal Vendors must prepare and submit a Federal Supply Schedule Pricelist “brochure” Supply Schedule Pricelist “brochure” Normally due after notice of award receivedNormally due after notice of award received Due with Group 70, IT offersDue with Group 70, IT offers

Time consumingTime consuming ExpensiveExpensive

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CONSCONS Period for acceptance of offers (IT)Period for acceptance of offers (IT)

180 calendar days180 calendar days from date of offer from date of offer First contact from GSA may be 150 + First contact from GSA may be 150 +

daysdays Other schedules have even longer periodsOther schedules have even longer periods

Heavy workloadHeavy workload No sense of urgencyNo sense of urgency

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CONSCONS Contracts difficult to winContracts difficult to win

Paperwork is extensivePaperwork is extensive Process is time consumingProcess is time consuming

Cancelled with 30 day notice by either partyCancelled with 30 day notice by either party Large businesses receive about Large businesses receive about 70%70%

of all of all ordersorders

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ABOUT GSA, MAS, SOLICITATIONS

Special Item Numbers (SINs) differentiate Special Item Numbers (SINs) differentiate products or services coveredproducts or services covered

Vendors can offer products/services that fall under Vendors can offer products/services that fall under a specific special item numbera specific special item number

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ABOUT GSA, MAS SOLICITATIONS

No preference for small business in most No preference for small business in most instancesinstances Exception is Exception is temporary help scheduletemporary help schedule

and a few SINs in other solicitationsand a few SINs in other solicitations

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Guaranteed Minimum, $2,500Guaranteed Minimum, $2,500 Applies to contractors that receive orders Applies to contractors that receive orders

less than $2,500 during term of contractless than $2,500 during term of contract Government will pay difference between Government will pay difference between

dollar value of orders received and $2,500dollar value of orders received and $2,500

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Solicitations are open continuously and Solicitations are open continuously and have no closing datehave no closing date Offers can be made at anytimeOffers can be made at anytime

Solicitations are “refreshed” when changes Solicitations are “refreshed” when changes are necessaryare necessary It is extremely important to submit the It is extremely important to submit the

most recently refreshed solicitationmost recently refreshed solicitation Using the solicitation number, check Using the solicitation number, check

FedBizOpps prior to submitting offerFedBizOpps prior to submitting offer

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SPECIAL CLAUSES AND REQUIREMENTS

Maximum Order LimitationMaximum Order Limitation Specified amount for “price reduction" Specified amount for “price reduction"

purposes onlypurposes only No specific limitNo specific limit

Extremely importantExtremely important

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Price Reduction ClausePrice Reduction Clause May lower price to any May lower price to any authorizedauthorized GSA GSA

schedule user at any timeschedule user at any time No penaltyNo penalty

May not lower price to other customers after May not lower price to other customers after GSA and contractor agree on discount/price GSA and contractor agree on discount/price relationship (contract award)relationship (contract award)

Exception is firm fixed price order with Exception is firm fixed price order with definite delivery exceeding MOL definite delivery exceeding MOL

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Discount/price relationship must be Discount/price relationship must be maintained throughout term of maintained throughout term of contractcontract

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Price Reduction Clause Price Reduction Clause Locks in prices for term of contractLocks in prices for term of contract Contractors penalized monetarily Contractors penalized monetarily

for violation(s)for violation(s) Many small businesses hurt in pastMany small businesses hurt in past

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Price Reduction Penalty

Federal Acquisition Report, January 2002 Federal Acquisition Report, January 2002 “Gateway Computer: Paid back “Gateway Computer: Paid back $9 million$9 million for failing to adhere to the government price for failing to adhere to the government price reductions under a multiple award schedule reductions under a multiple award schedule contract for computers and components.”contract for computers and components.”

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Industrial Funding Fee (IFF) Industrial Funding Fee (IFF) Contractors rebate to GSA .75% of all Contractors rebate to GSA .75% of all

contract orders (quarterly)contract orders (quarterly) Funds used to compensate GSA Funds used to compensate GSA

contracting officialscontracting officials Offerors Offerors mustmust include IFF in their prices include IFF in their prices http://72a.gsa.govhttp://72a.gsa.gov for current IFF for current IFF

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Economic Price AdjustmentEconomic Price Adjustment Contractors may submit price decreases at any Contractors may submit price decreases at any

timetime Contractors may request price increases usually Contractors may request price increases usually

on or after first 12 months of contract periodon or after first 12 months of contract period May be result of price list modificationMay be result of price list modification No more than 3 increases each 12 monthsNo more than 3 increases each 12 months Must follow instructions in contractMust follow instructions in contract

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Preparation of FSS Pricelist (brochure)Preparation of FSS Pricelist (brochure) Paper and electronic versions requiredPaper and electronic versions required Paper versionPaper version not normally due until after not normally due until after

notice of award receivednotice of award received Contractor responsible for all printing and Contractor responsible for all printing and

distribution costs!!!distribution costs!!!

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FSS Pricelist (brochure) must be FSS Pricelist (brochure) must be approved by contracting officerapproved by contracting officer May be lengthy-30 pages or moreMay be lengthy-30 pages or more Incorrect information may require Incorrect information may require

reprint and redistributionreprint and redistribution Electronic versionElectronic version for GSA Advantage for GSA Advantage

due after notification from contracting due after notification from contracting officerofficer

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Format for FSS Pricelist BrochureFormat for FSS Pricelist Brochure Cover pageCover page FSC groupFSC group FSC class(es)FSC class(es) Special Item Numbers (SIN’s) awardedSpecial Item Numbers (SIN’s) awarded Contract numberContract number Contract periodContract period Contractor’s contact informationContractor’s contact information

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Format for FSS Pricelist BrochureFormat for FSS Pricelist Brochure

Sample FSS Price List Brochures available on Sample FSS Price List Brochures available on internet by using web browser and searching internet by using web browser and searching “GSA Schedules”“GSA Schedules”

Due after notification of award except for ITDue after notification of award except for IT

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Address list for distribution of FSS Pricelist Address list for distribution of FSS Pricelist brochurebrochure May use your own list of customers (IT)May use your own list of customers (IT) May request list from GSA-labels, diskette, May request list from GSA-labels, diskette,

email addresses (if authorized)email addresses (if authorized) List may automatically be provided by GSA List may automatically be provided by GSA

May contain 3000 or more addresseesMay contain 3000 or more addressees

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May substitute returnable, self-addressed May substitute returnable, self-addressed postage paid envelope or post card postage paid envelope or post card requesting brochure requesting brochure

Electronic (email) distribution may be Electronic (email) distribution may be authorized in some schedulesauthorized in some schedules

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THINGS TO DO BEFORE TAKING THE “SCHEDULES” PLUNGE

Check schedules library to ensure there is a Check schedules library to ensure there is a schedule for the product or service you want to schedule for the product or service you want to furnish (furnish (www.gsa.govwww.gsa.gov))

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Explore the possibility of marketing in your area Explore the possibility of marketing in your area for an existing schedule contractor for an existing schedule contractor

If a dealer/distributor, contact manufacturer to If a dealer/distributor, contact manufacturer to determine if they will allow you to sell using determine if they will allow you to sell using their GSA Schedule contracttheir GSA Schedule contract Much easier than obtaining a GSA contractMuch easier than obtaining a GSA contract

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Consider the pros and cons of GSA schedule contractsConsider the pros and cons of GSA schedule contracts

Be aware that some agencies choose not to use GSA Be aware that some agencies choose not to use GSA SchedulesSchedules

Understand that most schedule solicitations are Understand that most schedule solicitations are unrestricted (only a few are set aside or have special unrestricted (only a few are set aside or have special item numbers that are set-aside for small business)item numbers that are set-aside for small business)

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GSA, MAS Proposal Methods

Taking the “plunge”Taking the “plunge”Submitting your offerSubmitting your offerMay require May require technical and technical and

price proposalsprice proposals

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What to Submit

Executive SummaryExecutive Summary Administrative ProposalAdministrative Proposal Technical ProposalTechnical Proposal Price ProposalPrice Proposal

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Executive Summary (MOBIS)

Narrative description of experienceNarrative description of experience How you intend to accomplish tasks How you intend to accomplish tasks Include plan to demonstrate accounting Include plan to demonstrate accounting

controls, quality measures and ability to controls, quality measures and ability to acquire personnel proposed for contract acquire personnel proposed for contract and individual task ordersand individual task orders

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Technical Proposal

Information requiredInformation required Understanding of requirementsUnderstanding of requirements Professional staffProfessional staff Corporate experienceCorporate experience Past performancePast performance

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Dun & Bradstreet Past Performance Evaluation Report

List 20 past or present customersList 20 past or present customers

Check with the acquisition center if Check with the acquisition center if limited corporate experience limited corporate experience BEFOREBEFORE submitting offer submitting offer

$125 fee payable to D & B$125 fee payable to D & B

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Technical Evaluation

Past PerformancePast Performance Dunn and Bradstreet (D&B) past performance Dunn and Bradstreet (D&B) past performance

evaluation evaluation List your List your bestbest customers customers in orderin order and and call themcall them

Score less than 90 may be detrimental for ITScore less than 90 may be detrimental for IT Include a copy of evaluation forms sent to D&B Include a copy of evaluation forms sent to D&B

with offerwith offer

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Technical Evaluation (cont’d)

Past Performance Past Performance – D&B – D&B Form requests 20 customers for evaluationForm requests 20 customers for evaluation

GSA will accept less, (prefer at least 6) GSA will accept less, (prefer at least 6) D&B D&B mustmust have responses from at least have responses from at least 3 3

for evaluationfor evaluation Call them allCall them all

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Past Performance Past Performance D&B for IT, AIMS (MOBIS & Environmental) D&B for IT, AIMS (MOBIS & Environmental)

next refreshnext refresh Must be Must be corporate customerscorporate customers Past performance must have been under Past performance must have been under

corporate namecorporate name Offerors with no corporate experience will not be Offerors with no corporate experience will not be

able to complyable to comply

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If no relevant corporate experienceIf no relevant corporate experience Dun and Bradstreet (D&B) may not be

required for some services Mandatory for IT, AIMS (Environmental

and MOBIS) next refresh

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Offeror Offeror maymay provide at least 10 work related provide at least 10 work related references for current or proposed staffreferences for current or proposed staff References must demonstrate past experience References must demonstrate past experience

in similar types of work to that being offeredin similar types of work to that being offered Must be sufficient to allow GSA to conduct a Must be sufficient to allow GSA to conduct a

Past Performance EvaluationPast Performance Evaluation

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Document performance over past 3 yearsDocument performance over past 3 years Describe 3 projects similar to effort being offeredDescribe 3 projects similar to effort being offered

Project/contract name/description, dollar amount, Project/contract name/description, dollar amount, contract durationcontract duration

Point(s) of contact and telephone number(s)Point(s) of contact and telephone number(s) Two must have been completed within past 2 yearsTwo must have been completed within past 2 years All 3 must have been completed within past 3 yearsAll 3 must have been completed within past 3 years

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Price Proposal

Separate from Tech. & Admin. ProposalsSeparate from Tech. & Admin. Proposals Contains all info relative to pricingContains all info relative to pricing Pricing to be provided using format in Pricing to be provided using format in

“Schedule of Items” in solicitation“Schedule of Items” in solicitation

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Price Proposal (cont’d)

Pricing data to include Pricing data to include Commercial Sales Practices FormatCommercial Sales Practices Format

Show discount or hourly labor rate(s) Show discount or hourly labor rate(s) offered to GSA offered to GSA

Indicate if prices offered gov’t are as good Indicate if prices offered gov’t are as good or better as those offered to any customeror better as those offered to any customer

Commercial Catalog/Price List or other Commercial Catalog/Price List or other supporting data requiredsupporting data required

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Commercial Catalog/Price List

Must provide Must provide twotwo copies with offer copies with offer Must be currentMust be current

Specially prepared catalog/price list Specially prepared catalog/price list acceptable if verbatim extract (verification acceptable if verbatim extract (verification required)required)

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Commercial catalog/price list (cont’d)

Indicate “SIN” next to each item in price Indicate “SIN” next to each item in price listlist Must “line out or initial” items not Must “line out or initial” items not

offered offered

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Commercial catalog/price list (cont’d)

Even though the previous clause Even though the previous clause indicates a pre-established catalog/price indicates a pre-established catalog/price list should be provided, there are list should be provided, there are exceptionsexceptions

For some schedules, offerors may provide For some schedules, offerors may provide documentation other than a catalog/price documentation other than a catalog/price list to support prices offered to GSAlist to support prices offered to GSA

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Price Lists

Acceptable forms of price listsAcceptable forms of price lists PublishedPublished PrintedPrinted Computer generatedComputer generated Internal Internal Dealers may be required to submit a copy of Dealers may be required to submit a copy of

their manufacturer’s pricelist(s)their manufacturer’s pricelist(s)

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Commercial Sales Practices Format

One of the most important parts of the One of the most important parts of the solicitationsolicitation

Used by CO to verify pricing and demonstrate Used by CO to verify pricing and demonstrate commercialitycommerciality

Versions differ Versions differ

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Commercial Sales Practices Format (cont’d)

Show dollar value of sales to general public Show dollar value of sales to general public during past 12 monthsduring past 12 months

Show projected sales for contract term ???Show projected sales for contract term ??? Projected annual sales X-20 used as estimate Projected annual sales X-20 used as estimate

for contract valuefor contract value

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Projected annual salesProjected annual sales Must be at least $25,000 annuallyMust be at least $25,000 annually Be conservativeBe conservative

Offeror may be deemed non-responsible Offeror may be deemed non-responsible if firm does not have financial capacity if firm does not have financial capacity to handle contractto handle contract

Referred to SBA for a COC Referred to SBA for a COC

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Offeror must state whether discounts/ Offeror must state whether discounts/ concessions are equal to or better than best concessions are equal to or better than best price to any customer acquiring same items price to any customer acquiring same items regardless of quantity (Yes__No__)regardless of quantity (Yes__No__)

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If If YESYES, offeror must complete chart showing , offeror must complete chart showing customer(s) receiving offeror’s best discount, customer(s) receiving offeror’s best discount, quantity volume discount, quantity volume discount, FOB terms and FOB terms and concessions provided to your best customersconcessions provided to your best customers Demonstrates Demonstrates commercialitycommerciality

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If If NONO, offeror completes chart for all , offeror completes chart for all customers receiving a price (discount and customers receiving a price (discount and concessions) equal to or better than price concessions) equal to or better than price offered to government. offered to government. Offeror required to submit supporting Offeror required to submit supporting

documentation documentation

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OROR

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For pricing for For pricing for servicesservices based on market prices based on market prices where catalog prices are not availablewhere catalog prices are not available, offeror , offeror must provide either:must provide either:

Information related to prices: Information related to prices: Market prices Market prices Internal business memosInternal business memos Quote sheets, etc., documenting sales of Quote sheets, etc., documenting sales of

similar items (commercial or government)similar items (commercial or government)

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OROR

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Information to show how offeror arrived at Information to show how offeror arrived at proposed price(s)proposed price(s) Hourly rate + Overhead + G&A +Fee for Hourly rate + Overhead + G&A +Fee for

each labor categoryeach labor category

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SPECIAL REQUIREMENTS FOR IT PROFESSIONAL SERVICES

Information Technology Professional ServicesInformation Technology Professional Services Most sought after (SIN 132-51)Most sought after (SIN 132-51) Most difficult schedule to obtainMost difficult schedule to obtain Requirements Requirements more stringentmore stringent than other SINs than other SINs Offerors must provide pricing information Offerors must provide pricing information

not found in basic solicitationnot found in basic solicitation

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Document IT performance over past 3 yearsDocument IT performance over past 3 years Describe 3 projects similar to effort being offeredDescribe 3 projects similar to effort being offered

Project/contract name/description, dollar amount, Project/contract name/description, dollar amount, contract durationcontract duration

Point(s) of contact and telephone number(s)Point(s) of contact and telephone number(s) Two must have been completed within past 2 yearsTwo must have been completed within past 2 years All 3 must have been completed within past 3 yearsAll 3 must have been completed within past 3 years Required by Clause F-5Required by Clause F-5

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(cont’d)

Complete an IT Services Best Rates, Price and Complete an IT Services Best Rates, Price and Skill/Experience MatrixSkill/Experience Matrix

Not part of the original solicitationNot part of the original solicitation Applicable to IT Services onlyApplicable to IT Services only

Show labor categories and Show labor categories and lowestlowest rates rates chargedcharged under 3 “identified” IT service under 3 “identified” IT service contracts performed during past 3 yearscontracts performed during past 3 years

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(cont’d)Matrix (cont’d)Matrix (cont’d) Differing versions of matricesDiffering versions of matrices

Selected version appears to be matter of Selected version appears to be matter of CO’s individual preferenceCO’s individual preference

Both Both disallow unsupported labor categoriesdisallow unsupported labor categories One specificallyOne specifically Another version requires more informationAnother version requires more information

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SPECIAL REQUIREMENTS FOR IT PROFESSIONAL ERVICES

(cont’d)Matrix (cont’d)Matrix (cont’d) Offeror’s matrix Offeror’s matrix mustmust support each labor support each labor

category proposed in GSA offercategory proposed in GSA offer UnsupportedUnsupported proposed labor categories proposed labor categories will will

notnot be considered for award be considered for award May require copies of invoicesMay require copies of invoices

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(cont’d)Matrix (cont’d)Matrix (cont’d) Show commercial rates Show commercial rates Show proposed GSA Schedule ratesShow proposed GSA Schedule rates

With and without Industrial Funding FeeWith and without Industrial Funding Fee Required by Clause F.5 in IT solicitationRequired by Clause F.5 in IT solicitation

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(cont’d)Organizational structure (management)Organizational structure (management) History and overview of the organizationHistory and overview of the organization Organizational elements within the company Organizational elements within the company

participating in providing IT services participating in providing IT services Include a chartInclude a chart

Financial statementFinancial statement How elaborate???How elaborate???

Annual reportAnnual report

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Proposal Submission and Pricing Proposal Submission and Pricing

QuestionsQuestions

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AT A MINIMUM, A VENDOR MUST PROVIDE

Cover letterCover letter A completed copy of the entire solicitation A completed copy of the entire solicitation

package including SF 1449package including SF 1449

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AT A MINIMUM, A VENDOR MUST PROVIDE (cont’d)

The catalog or pre-established price list from The catalog or pre-established price list from which discounts are to be offered (unless which discounts are to be offered (unless excepted)excepted)

Their “Federal Supply Schedule Pricelist” Their “Federal Supply Schedule Pricelist” brochure brochure Due Due afterafter award notification except IT award notification except IT

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AT A MINIMUM, A VENDOR MUST PROVIDE (cont’d)

A completed Commercial Sales Practices Format A completed Commercial Sales Practices Format to demonstrate “commerciality”to demonstrate “commerciality” Documents that previous sales were based on Documents that previous sales were based on

discounts from a pre-established price list or catalog discounts from a pre-established price list or catalog or hourly/daily labor ratesor hourly/daily labor rates

Verifies concessions, quantity discounts and delivery Verifies concessions, quantity discounts and delivery termsterms

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IF REQUIRED, A VENDOR MUST PROVIDE

Technical and Price ProposalsTechnical and Price Proposals Primarily for solicitations covering servicesPrimarily for solicitations covering services

Letter(s) of supply support from manufacturer(s) orLetter(s) of supply support from manufacturer(s) or Evidence that offeror will have an uninterrupted source of Evidence that offeror will have an uninterrupted source of

supply (mandatory in some schedules)supply (mandatory in some schedules) Documentation supporting difference between discount offered Documentation supporting difference between discount offered

to Government and the best discount available if not offering to Government and the best discount available if not offering GSA best priceGSA best price

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IF REQUIRED, A VENDOR MUST PROVIDE

(cont’d)

Copy of past performance survey submitted to Copy of past performance survey submitted to Dunn and Bradstreet Dunn and Bradstreet

A completed solicitation checklist (IT, MOBIS A completed solicitation checklist (IT, MOBIS and others)and others)

Subcontracting plan if large businessSubcontracting plan if large business

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GSA Objective in Awarding MAS Contracts

Obtain offeror’s best price by: Obtain offeror’s best price by: Determining price reasonablenessDetermining price reasonableness Performing a price analysisPerforming a price analysis Comparing terms and condition of MAS solicitation Comparing terms and condition of MAS solicitation

with terms and conditions of customer agreementswith terms and conditions of customer agreements Determining if offeror’s documentation justifies Determining if offeror’s documentation justifies

smaller discount offered to government than to smaller discount offered to government than to contractor’s best customercontractor’s best customer

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QUESTIONSQUESTIONS

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1 UNDERSTANDING GENERAL SERVICES ADMINISTRATION’S FEDERAL SUPPLY SERVICE MULTIPLE AWARD SCHEDULES...

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